Purchase orders

A purchase order announces goods that a vendor will deliver to one of your locations. Creating and confirming it tells the warehouse what to expect; receiving it turns the goods into available stock.

Flow

Step	Order state	Item states	How
1. Create	concept	–	Form, import, API or integration (for example NetSuite).
2. Confirm	confirming → pending	expected	Confirm. Boxture creates an expected inventory item at the destination location for every unit.
3. Receive	processing	received	Receiving at the destination location. See Receiving.
4. Complete	completed	–	Automatically, once every unit is received or cancelled.

Purchase orders are never allocated.

When goods are received, Boxture immediately tries to allocate waiting backorders for those products.

Creating a purchase order

Go to Orders, open the menu and choose New purchase order.

Basics tab

Field	Description
Delivery terms	Incoterm agreed with the vendor. Defaults to Shipping › Default delivery terms.
Purchase order number	Your PO number.
Customer reference number	Your reference; must be unique per account among purchase orders that are not cancelled.
Inbound tracking number	The tracking number of the incoming delivery.
Forwarder	The forwarder or carrier bringing the goods.
Other reference number	Free reference.
Shipping container	Switch on if the goods arrive in a sea container; then fill in the Shipping container number. When switched off, the number is cleared.
Destination location	Required. The location that will receive the goods.
Vendor	Optional. The supplier (see Customers and vendors).

The Notes tab has a Notes field and the Customs tab an AES code.

Lines

Per line: Product and Quantity. Only products that are held in inventory can be received. Purchase order lines always have status new. Through import or the API you can also announce serial numbers per line.

Receiving

Receiving is done at the destination location: if you are working in another location, Boxture asks you to switch first. On the receive screen you choose the product, quantity, bin location and container (or packing material for a new container), plus serial numbers, lots and expiry dates when the product needs them. You can also record inbound details such as the packing material the goods arrived on, the modality and the number of packages. See Receiving for the full procedure.

• Receiving the first unit moves the order to processing.
• Each line is completed when all its units are received.
• The order is completed when every unit is received or cancelled. Units received with a hold reason (for example Damaged) count as received for this purpose; they are dealt with through the ticket (see Holds).

Receiving more than expected

By default you cannot receive more than the order says. With Receiving › Over receive on for purchase orders, you can receive extra units of the products on the order, even after the order is completed. With Receiving › Over receive different product you can also receive products that are not on the order.

Fewer goods than expected

If the vendor delivers less and the rest is not coming, cancel the remaining expected units. Their expected inventory is removed and, if everything else is received, the order becomes completed.

Changing a purchase order

Lines can only be changed while the order is in concept. After confirmation you can still edit header fields, and cancel units that will not arrive. To add products, create an additional purchase order.

Importing purchase orders

Use Orders › Import › Purchase order. Columns: Record ID, Destination location (name), Customer reference number, Purchase order number, Other reference number, Inbound tracking number, Forwarder, Shipping container, Shipping container number, Line Nr, Product, Quantity, Serial number and Event. See Creating and importing orders.

Related settings

Setting	Purpose
Receiving › Over receive	Allow receiving more than ordered
Receiving › Over receive different product	Allow receiving products that are not on the order
Shipping › Default delivery terms	Default Incoterm
Inventory › Restrict transactions to setup complete	Block receiving products that are not set up